DEFINITION AND PURPOSE SUMMARY
The Office Manager is responsible for the day-to-day administrative and business operations of Habitat for Humanity San Luis Obispo County. Working independently under the direction of the CEO, the Office Manager ensures the organization operates efficiently by managing administrative systems, financial processes, human resources administration, vendor relationships, and organizational compliance. Additionally, all Habitat SLO County employees are responsible for upholding the core values of the Company including but not limited to exhibiting safe and professional behavior, displaying a positive and cooperative attitude, communicating effectively, developing expert knowledge in the area of specialization, and working together as a team.
EDUCATIONAL AND QUALIFYING EXPERIENCE, SKILLS, LICENSES AND CREDENTIALS
Educational/License/Credential Requirements
· Bachelor's Degree.
Experience Requirements
· Minimum 3 years experience, 5+ years preferred, that demonstrate the ability to perform the necessary functions of the job.
Knowledge/Skill Requirements
· Three to five years of progressively responsible experience in office management, business administration, nonprofit operations, or a related field; nonprofit experience preferred.
· Strong organizational skills with exceptional attention to detail and the ability to manage multiple priorities while meeting deadlines.
· Experience with accounts payable, accounts receivable, payroll coordination, human resources administration, and general bookkeeping.
· Working knowledge of accounting software, including QuickBooks, preferred.
· Proficiency with Microsoft Office (Word, Excel, Outlook, and PowerPoint) and experience using Google Workspace (Gmail, Drive, Docs, Sheets, Calendar, and Forms).
· Strong analytical and problem-solving skills with the ability to interpret financial and operational information and identify opportunities for process improvement.
· Excellent written, verbal, and interpersonal communication skills with the ability to work effectively with staff, volunteers, board members, donors, vendors, and community partners.
· Demonstrated ability to maintain confidentiality and exercise sound judgment when handling sensitive financial and personnel information.
· Proven ability to work independently with minimal supervision while managing competing priorities and exercising initiative.
· Experience developing, implementing, and maintaining efficient office systems, administrative procedures, and organizational records.
· Strong customer service orientation and commitment to creating a welcoming and professional office environment.
· Embodies the mission, values, and culture of Habitat for Humanity San Luis Obispo County.
· Willingness and ability to travel throughout San Luis Obispo County and work occasional evenings and weekends, as needed.
ESSENTIAL DUTIES & RESPONSIBILITIES
Administrative & Office Operations
- Manage the daily administrative operations of the organization, ensuring efficient and professional office functions.
- Develop, implement, and maintain office procedures, administrative systems, and organizational records.
- Maintain electronic and paper filing systems and ensure appropriate record retention practices.
- Serve as the primary point of contact for general office inquiries, visitors, phone calls, and mail.
- Maintain office supplies, equipment, and service contracts.
Financial Administration
- Process accounts payable and accounts receivable and maintain accurate financial records.
- Prepare bank deposits, reconcile financial documentation, and support monthly bookkeeping activities.
- Coordinate payroll processing with outside payroll vendor and maintain payroll records.
- Assist with annual budget preparation, audits, and financial reporting by organizing documentation and supporting the CEO and accounting professionals.
- Maintain financial files and supporting documentation in accordance with organizational policies.
Human Resources Administration
- Coordinate employee onboarding and offboarding processes.
- Maintain personnel files and employee records in compliance with applicable laws and organizational policies.
- Coordinate employee benefits administration, payroll documentation, and required HR reporting.
- Support implementation and administration of personnel policies and procedures.
Vendor & Organizational Support
- Manage relationships with office vendors and service providers, including information technology, telecommunications, office equipment, insurance providers, and other administrative contractors.
- Coordinate maintenance and renewal of office systems, software subscriptions, licenses, and service agreements.
- Obtain quotes, coordinate purchases, and monitor vendor performance to ensure efficient and cost-effective operations.
Compliance & Organizational Administration
- Maintain organizational insurance policies, business licenses, registrations, and required filings.
- Track deadlines and maintain records for contracts, grant documentation, insurance renewals, and regulatory compliance.
- Support Board of Directors meetings by preparing meeting materials, maintaining corporate records, and assisting with administrative follow-up.
- Assist with grant administration by maintaining files and tracking reporting deadlines.
General Support
- Prepare correspondence, reports, spreadsheets, and other administrative documents.
- Assist with logistical coordination for meetings, volunteer activities, fundraising events, and other organizational functions.
- Identify opportunities to improve administrative efficiency and recommend process improvements.
- Perform other duties as assigned to support the mission and operations of Habitat for Humanity San Luis Obispo County.
Pay: $29.00 - $33.00 per hour
Benefits:
- Employee discount
- Flexible schedule
- Health insurance
- Paid time off
- Parental leave
- Retirement plan
- Vision insurance
Language:
License/Certification:
- Driver's License (Required)
Work Location: In person
